This program can be utilized in a variety of ways:
Refer to A/P Daily / Weekly Procedures for a flow chart diagramming the A/P payment process.
Direct A/P Payment feature:
If the Direct Payment processing has been activated in the Company Information, any vendors identified in
Vendor Information as subscribing to
direct payment, will NOT be included in the selection list
generated here.
Such vendors must be paid using the Direct
Credit Payments process.
Re-Occurring Check Amount by Vendor:
A maximum check
amount can be setup for each vendor in the "Additional Information"
window of Vendor Information, so that each
time Select Invoices - Computer Checks is run, a check for
this re-occurring amount is generated.
Invoices are selected for payment on an oldest first basis. Discounts are respected, and partial invoice amounts are paid where necessary to meet but to not exceed this total amount. If the outstanding amount owed to the vendor does not meet this maximum amount, the check is only generated for the payment due.
Credit invoices are also selected for payment, on an oldest first basis. This means that credit invoices are only selected automatically if they have a due date that falls within the group of oldest selected invoices, before the "re-occurring check total" has been met. Once the check total has been met, a credit invoice is only selected if it is the next invoice by date sequence, and no partial amount is left on the preceding selected invoice.
Void Check Stub:
Occasionally there will be a large volume of vendor invoices paid
with one check, requiring an extra page to list them on the
remittance advice.
In this situation, the next check will be voided.
The check run will record that the check was voided, and a void
record will be written into the Cashed Checks
Report.
The prompts for the invoice selection screen are:
Uncheck this box to continue with the previous selection of
vendors and invoices.
i.e. If an operator is selecting invoices for payment and then must
leave this program to do another job, he can come back into this
program and carry on where he left off by NOT re-selecting the
invoices. The selection procedure becomes a "worksheet" or "edit"
and does not become finalized until the checks are printed.
The invoice selection may be discarded at anytime before the checks are accepted as finalized, and invoices can be re-selected.
Once the checks have been printed and printing has been
accepted, the checks are final, and the selection list translates
into the check details on the Check Register.
The invoice list is then cleared to be ready for a fresh
selection
Note: To issue a check to only one Vendor, select the vendor
from the window for both the Starting and Ending Vendor.
By selecting the vendor twice from the window, the exact ALPHA name
is displayed, ensuring that no other vendor is chosen, and the
building of the selection list is immediate.
To pay ALL unpaid invoices, date the Next Payment Date far into the future, i.e. 12/31/2999.
Uncheck this box to ignore all invoices that are not due yet.
Check this box to automatically select eligible invoices for
payment.
The program will select invoices (except ones On Hold) with Due
Dates up to and including the Next Payment Date, and display
them flagged to be paid.
In the resulting invoice selection list, invoices can be
de-selected manually by unchecking the Pay flag.
Note: On the resulting selected invoice paging screen, the Divisions chosen in the SEL window can be viewed by clicking on the Gear icon beside the Division field in the screen header.
The division selection is NOT limited by the Divisional Restricted Views assigned to the operator.
Note: This prompt is disabled when re-accessing an existing list of invoices selected for payment and the previous Division selected for that currency is displayed.
Note: Vendors with a credit balance total are NOT eligible to be
included in the list.
If an invoice needs to be paid to a Vendor carrying a credit
balance total, use Select Invoices - Manual
Checks to generate the payment.
Screen Layout for Resulting Selected Invoices - Computer Checks
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
SELECT A/P INVOICES FOR PAYMENT
STARTING VENDOR: A PAYMENT DATE: 06/30/20XX
ENDING VENDOR: N NEXT PAYMENT DATE: 07/15/20XX
DIVISION: SELECTED DIVISIONS *
CURRENCY: CANADIAN
VEND # C PAY NAME DISCOUNT BALANCE
------ - --- ---- -------- -------
100 C P BOMAG .00 5158.52
130 C N HILTI .00 .00
112 C Y JOHNSON TENTS 34.00 2404.96
120 C Y MAKITA 87.45 2688.37
TOTAL SELECTED FOR PAYMENT: 10251.85
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
P (Partial) indicates that some of the invoices for this vendor have already been selected for payment in part or in full.
The Invoice, Invoice Date, Due Date, Disc Date and Balance fields are displayed for reference only and cannot be changed.
Uncheck this box if this invoices should not be paid in part or in full at this time.
Note: If checks were voided because of large volumes of invoices being paid, the record will be written into Cashed Checks Report.
Click NO to cancel and exit.
Upon exiting, the checks from the last edit can be printed later by
selecting Print Computer Checks.
The current selection will be saved as an edit and the same edit
list can be re-accessed by choosing Select A/P Invoices -
Computer Checks again.
Posting Control
Locking will occur if an operator did not exit the posting program
correctly.
A Posting Control Information warning
will appear on the screen and only operators with Security Role permission to reset the A/P and
G/L Checks flag will have access to the RESET
button that unlocks the program.
Whenever the posting control flag for A/P Checks is reset, a record
is written to the Delete Log for the
Function APCH91A.
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